The Comprehensive Guide to Meeting Transcripts: Definition, Importance, and Top Tools

What is a Meeting Transcript?A meeting transcript is a written record of the audio and sometimes video content of a meeting, encompassing every detail...

What is a Meeting Transcript?

A meeting transcript is a written record of the audio and sometimes video content of a meeting, encompassing every detail spoken during the session. Whether it's a Zoom or Google Meet, meeting transcription services convert the entire audio recording of the conference into a readable format. This process, known as 'transcribing', captures every word and often includes additional elements like timestamps and speaker identification.

How Do I Get a Meeting Transcript?

Obtaining a meeting transcript is simple, thanks to the plethora of transcription services available. Most video conferencing platforms, such as Zoom and Microsoft Teams, have built-in transcription features that can transcribe meetings in real-time or from recorded files. Additionally, third-party tools are available that provide accurate transcription services, supporting various use cases including webinars, podcasts, and virtual meetings. These tools often integrate with video conferencing platforms and other workspace tools such as Google Calendar, Slack, and Dropbox.

Meeting Transcript vs. Meeting Minutes

While both meeting transcripts and minutes provide a written record of a meeting, they serve different purposes. Meeting transcripts offer a verbatim account of what was discussed, capturing all the details, including any filler words used. On the other hand, meeting minutes focus on the key points, action items, and decisions made during the meeting. They usually follow a meeting agenda and are often prepared in templates for consistency.

Meeting Transcripts in Microsoft Teams and Zoom

In video meetings on Microsoft Teams, the meeting transcription feature is available under the '...' menu in the meeting controls. The transcript is generated in real-time and can be downloaded as a .txt or .docx file. Similarly, Zoom also offers a transcription service. As of the publication date of this blog, Zoom's transcription feature was not available in real-time and required a separate process of uploading meeting recordings to a transcription service.

The Benefits of a Meeting Transcript

Meeting transcripts provide several benefits:

1. Inclusive: They accommodate individuals who might have difficulty following spoken language in real-time.
2. Review: They allow participants to review the meeting content at their own pace, ensuring no key points are missed.
3. Record: They offer a detailed record of meetings for future reference.
4. Efficiency: They save time on note-taking and allow focus on discussion during the meeting.
5. Clarity: They help clarify any misunderstandings by providing an accurate record of what was said.

Top 8 Meeting Transcription Tools

1. Otter.ai: An AI-based transcription service that integrates with Zoom and Google Meet, offering real-time transcription, collaboration features, and timestamps. Available on iOS, Android, and web.
2. Rev: A popular transcription service providing accurate transcriptions with a quick turnaround, suitable for large files and longer meetings.
3. Descript: Offers a comprehensive workflow for transcribing, editing, and polishing transcripts. Also supports video editing.
4. Transcribe: A tool specializing in converting audio files into text. It allows users to upload files and transcribes in real time.
5. Trint: Offers an easy-to-use platform for transcribing audio and video files, and has an integrated editor for refining transcripts.
6. Scribie: Provides both automatic and manual transcription services, with a focus on accuracy.
7. Temi: An affordable, AI-based service ideal for quick and high-level transcripts.
8. Happy Scribe: Offers an array of features including transcription, subtitles, and translation into multiple languages, including Português.

Each provider has different pricing models, so consider your needs and budget when choosing a service. Many also offer integrations with various applications and provide mobile app versions for remote work.

By embracing meeting transcription tools, you can boost the productivity and efficiency of your meetings, ensuring everyone stays on the same page and action items are followed up on.

Remember, your choice of a meeting transcription tool should align with your meeting needs, the scale of your organization, and the nature of your discussions. With these insights, you're ready to capture every valuable conversation in your meetings.